Agenda item

            The Committee considered the following report:-

 

“1.0   Purpose of Report or Summary of main Issues

 

         The Committee is reminded that at its meeting in June 2015 the Committee:

 

·        Approved the preferred partners for the seven sites and agreed the award of partner agreements subject to the acceptance of terms and conditions as set out by Council.

·        Agreed to receive annual monitoring reports on these partner agreements.

 

         This report sets out additional arrangements to ensure a smooth transition to the new partnerships.

 

2.0    Recommendations

 

         Following consideration of this report the Committee is asked to:

 

·        Agree to a partnership transition fund, up to a maximum of £70,000, for one year which can be made available to the clubs signed up to the partnership agreements subject to the submission of a business case and evidence of appropriate expenditure.

·        Agree that the need for additional funds is reviewed to assess effectiveness and future need.

 

3.0    Main report

 

         Key Issue

 

         The partnership arrangements are a significant change to the operation of the sites as set out.  After discussions with a number of clubs it was evident that support was needed for the establishment of the new partner agreements at the sites.

 

         Financial support would provide assurance to Belfast City Council that the club as its preferred partner is taking on key holding and/ other agreed responsibilities and to ensure both wider community and own club’s access to the agreed area of the site in a safe and legal manner.

 

         It is proposed that a small amount of funding in Year One could be claimed by each of the new partners to:

 

·        Ensure the partner club fulfils its responsibilities and duties as outlined in the:

 

1.      Partnership agreement

2.      Associated service operations schedule

3.      Key holding agreement

4.      Conditions of hire as provided by Council

 

·        To assist in prohibiting illegal play at the location by providing council with bookings information and ensuring prompt payment in line with conditions of hire as outlined by Council.

·        To provide a presence on site as required by the demands of the partnership established with Council and prepare reports and relevant administration as requested.

·        To ensure the health and safety of all personnel present at the location at any given time.  This will involve maintaining fire logs, carrying out checks, reporting defects and accidents in a timely manner

 

         It is proposed that a fund of up to £10k is available to our preferred partners to ensure these key requirements are set up and mainstreamed within the club within the first year of operation. It is further proposed that the position is reviewed to assess the impact of the additional funding and future requirements.

 

         The funding can be provided on receipt of a business case setting out the approach for ensuring the above is delivered.  Funding will be provided in the form of 4 equal quarterly payments, with 80% of each payment drawn down in advance.  The remaining 20% of the funding will be paid upon submission of evidence of expenditure at the end of the year.

 

         This Fund is subject to the signing and compliance with the partnership agreement and will be terminated on breach of that agreement.

 

         Monitoring and Review

 

         The partner agreements will be reviewed quarterly with clubs to assist in the delivery of their Sports Development Plans and this fund will be monitored in the same way. 

         Financial & Resource Implications

 

         Financial:

 

         This transition fund of up to £70k (£10k max per partner) will be funded from existing parks budgets due to income from bookings coming directly to BCC and the provision of many of the key holding duties being undertaken by the clubs rather than Parks resources.

 

         Human Resources:

 

         Ongoing officer time from a range of officers across the department will be dedicated to implementation and ongoing management in the medium to long term. 

 

         Asset and Other Implications:

 

         The new partner agreements will impact on the future management of assets with Council legal services providing on-going advice.

 

         Equality or Good Relations Implications:

 

         The policy has being screened in line with the Council’s existing equality screening process and has been screened out with mitigating actions.  The mitigating actions are around increasing participation among underrepresented groups including females, people with disabilities and those from an ethnic minority background.”

 

            The Committee adopted the recommendations as outlined in paragraph 2.0.

 

Regularisation of Legal Arrangements

 

            The Committee considered the following report:-

 

“1.0   Purpose of Report or Summary of main Issues

 

         The purpose of this report is to inform Committee of proposals to begin a process to regularise management arrangements at a number of sites across the city.  The sites in question are at:

 

·        Clarendon Playing  Fields

·        Hammer open Space

·        Willowbank.

 

2.0    Recommendations

 

         It is recommended that the Committee agree to:

 

1.      Extend the current facilities management arrangements at Clarendon Playing Fields on a month by month basis pending a further review of the arrangement at this site;

2.      Review the existing facilities management at Hammer Open Space which relates to the existing pavilion;

 

3.      Review the terms and conditions of the existing agreement relating to the Willowbank Complex to deal with the addition of the new 3G mini pitch.

 

3.0   Main report

 

         The Committee is asked to note that the Council has a variety of arrangements in place with local community sports groups relating to the management of some of its assets; these arrangements have been in place for some time, in some cases these will be facilities management agreements, which we are in the process of phasing out, others will be lease arrangements.  Three agreements currently stand out as requiring attention to regularise and consolidate the management arrangement. 

 

         Clarendon Playing Fields

 

         Clarendon Playing Fields is currently managed by the Clarendon Development Association as a facilities management agreement; this agreement was put in place on foot of external funding; however, the agreement is scheduled to terminate at the end of October 2015.  Discussions are ongoing to review the existing arrangement which has worked satisfactorily over the years; the discussions are looking at potential Council and external investment in the site; we have planning permission for a mini artificial turf pitch to be constructed and the project is currently placed on the capital programme without commitment.

 

         It is proposed that the agreement be continued on a month by month until such time as a decision is taken into relation to future investment.

 

         Hammer Open Space

 

         This was previously managed through a facilities management agreement which included a natural turf pitch and a portion of an adjacent pavilion which was used for changing.  A further portion of the pavilion was managed through Community Services. 

 

         In 2010 it was agreed that the facilities management agreement of the pavilion be extended to include the whole of the building which would enable the club to provide hospitality for matches. 

 

         In 2012 the football club, Shankill FC secured external funding from Sport NI to construct an artificial turf pitch to replace the existing natural turf; this work was completed and the club was granted a 10 year lease by the Council to comply with the terms and conditions of the funding.  Since approximately July 2013 there have been different legal agreements in place regarding the assets.

 

         Willowbank Park

 

         The Council currently manages this asset through the Willowbank Sports Club on the basis of a facilities management agreement; this was commenced in March 2008 for a period of up to 20 years subject to a review every 5 years.  In 2014 the surface of the facility was altered from polymeric to 3G, it is accepted that a review point was due during the development.   Given that the nature of the asset has altered it is our intention to review the agreement to take account of the enhancement to this facility.

 

         Financial & Resource Implications

 

         The financial implications will be established as part of the review process.

 

         Equality or Good Relations Implications

 

         There are no equality or good relation implications.”

 

            The Committee agreed to the recommendations as outlined in the report.